October 26, 2010 REQUEST FOR PROPOSAL (RFP) INSURANCE BROKERAGE AND RISK ADVISORY SERVICES TERMS & CONDITIONS

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1 October 26, 2010 REQUEST FOR PROPOSAL (RFP) INSURANCE BROKERAGE AND RISK ADVISORY SERVICES TERMS & CONDITIONS The Toronto Port Authority ( TPA ), established in June 1999 under the Canada Marine Act, operates the Port and related facilities in a fiscally responsible manner for the benefit of the City of Toronto, the Province of Ontario and Canada. It has several businesses, including: Port Operations which include land and facilities providing docking, handling, distribution and storage services for cargo and container shipping and related services for cruise ship passengers. This operation supported by the Works Department provides harbour maintenance and aids to navigation, as well as exercising regulatory authority over the harbour by-laws. The Toronto Port Authority has jurisdiction over the navigational waters from Victoria Park Avenue to Humber River. Billy Bishop Toronto City Airport ( BBTCA ) operations which include ferry service, ferry terminals, runways and tenanted properties to support a scheduled commercial passenger flight service, charter services and flight schools. The Outer Harbour Marina, a full service marina located near the foot of Leslie Street Property Administration which includes management of other lands under its control, as well as providing facilities for third party filming. There are a total of approximately 120 full-time employees working for the Port Authority. The Port has three Collective Agreements, two with CUPE Local 416 and one under the International Longshoremen s Association. TERMS OF REFERENCE Background The Port Authorities Management Regulations P.C , February 18, 1999 (Canada Gazette Part II, Vol. 133, No. 5, March 3, 1999) (see sections 56 to 58), state that every port authority shall purchase and maintain insurance in respect of liability, for the activities in which the port authority engages. The insurance shall cover the risks and have limits and deductibles that a prudent person would obtain or would require to be obtained. It is also a requirement that the most recent risk assessment, conducted under section 55, be taken into account. RFP- Insurance Brokerage and Risk Advisory Service - 1

2 The TPA seeks proposals from an insurance brokerage and risk advisory company to not only fulfill the requirements of the Port Authorities Management Regulations, but to establish a solid working relationship with the successful proponent. The TPA believes strongly that a risk management strategy is best served with a strong broker/client relationship. SCOPE OF WORK Without limiting the generality of the foregoing, the Insurance Broker shall: (a) Act as TPA s insurance broker, consultant and risk management advisor, as applicable, with respect to the insurance coverage outlined in Schedule A; (b) Assess TPA s risk exposures, develop and implement TPA s insurance program and secure coverage from the markets; (c) Advise TPA of trends and changes in the insurance market place; (d) Review policies and respond to TPA s questions related to coverage; and (e) Assist with claims reporting procedures to insurers and manage claims to conclusion. REQUEST FOR PROPOSAL You are invited by the Toronto Port Authority to submit a proposal to provide Insurance Brokerage and Risk Advisory Services for the Toronto Port Authority. The following will assist the Proponent in preparing the submission to the Toronto Port Authority s Request for Proposal, which are available on Toronto Port Authority s website at : - Canada Marine Act; - Letters Patent issued to the Toronto Port Authority; - Port Authorities Management Regulations; Audited Financial Statements Annual Report INFORMATION OR CLARIFICATIONS SOUGHT BY PROPONENTS All requests for information or clarification concerning this Request for Proposal should be made to the attention of Alan J. Paul, Vice President & CFO, via fax: , or by ing Subsequent to the publication of this Notice, contact with any individual at the TPA, or the TPA Board of Directors, other than through the designated individual noted above with respect to this Request for Proposal, by the proponent or any of its representatives could constitute grounds for disqualification. ISSUANCE OF CLARIFICATIONS OR ADDENDA TO THE RFP If required, clarification or addenda documents will be issued by mail, fax, or other means to the designated individual of each proponent. The Clarification or Addenda will be deemed to be part of the Request for Proposal document and must be so noted in any subsequent submission. RFP- Insurance Brokerage and Risk Advisory Service - 2

3 PROCESS AND CRITERIA FOR SELECTION OF SUCCESSFUL PROPONENT Proposal Submission The submission of a proposal permits TPA to evaluate objectively the capabilities of your firm and your approach to providing insurance brokerage and risk advisory services. Proponents are requested to limit their proposals to ten (10) pages of original text (one sided) and attachments (such as firm brochures, biographies etc.) which are limited to five (5) pages (one sided). Any material exceeding this limitation will not be considered. The proposal should include: A statement of qualification with a profile of the Proponent; Qualifications and experience of the team including the names of who will be providing insurance brokerage and risk advisory for the TPA including the professional credentials, capabilities and experience; Details of direct experience and knowledge of Port Authorities and/or Airport Authorities and/or port or airport related business, and any specialized areas of knowledge; Identification of Insurance Markets for procurement of required insurance coverages; Description of Claims Department and qualifications and experience of the Department; Identification of any insurance programs (eg: Port and Airport Programs) that the Proponent lead; Description of the administration of the account, including availability of certificates of insurance and ability to offer a wide range of services; Identification of any use of other insurance brokerages or sub-relationships with other brokerages; Identification of any actual or potential conflicts of interest; Cost of service, whether a flat fee or percentage of premium, or other methodology and any cost for additional services. Please provide the cost on a per policy basis. Proposals that are firm for a five year period extending past the March 1, 2011 Renewal Date are preferred; Other matters that the proponent believes should be identified but which may have been omitted from the above description of services; The names of three client references, noting a senior contact person and telephone number for each, should be provided. Six (6) copies of the aforesaid proposal must be delivered to the following address: RFP- Insurance Brokerage and Risk Advisory Service - 3

4 Toronto Port Authority 60 Harbour Street, 2 nd Floor Toronto, ON M5J 1B7 The packages must be clearly marked Toronto Port Authority Qualifications for Insurance Brokerage and Risk Advisory Services sealed and addressed to the Authority at its address and marked Confidential: For Attention of Mr. Alan J. Paul, Vice-President & CFO. The package must be received by November 12, 2010 before 2:00 p.m. Packages received late will not be considered. Presentations & Interviews Proponents may be requested to make a presentation, and discuss the details of their submissions. Selection Criteria Expertise and qualifications of the insurance brokerage and risk advisory company, including related expertise and experience of key team members. Experience in dealing with insurance markets applicable to Canadian Port Authorities and/or port/ airport or related businesses. Related knowledge of the insurance marketplace. Ability to assess risk and provide advice and guidance on insurance matters on a timely basis. Cost of service(s). PROPOSED TIMETABLE The timetable for the RFP selection process is anticipated to be as follows: Proposal Submission Deadline : November 12, 2010 Presentations & Interviews (if required) : Week of November 22, 2010 Evaluation Process Completion : December 17, 2010 Successful Proponent Notification : To be determined ACCESS TO INFORMATION Proponents are solely responsible for conducting their own independent research, due diligence or other work necessary for the preparation of RFP submissions, negotiation of the contract, and subsequent provisions of any services pursuant to any contract. Information included with this RFP, and documents enclosed with the RFP, are provided solely for the convenience of the Proponents. The TPA believes that the information provided with this document is complete and accurate. ADDITIONAL TERMS AND CONDITIONS 1. The TPA may amend the requirements and specifications set out in this Request for Proposal at its sole discretion. RFP- Insurance Brokerage and Risk Advisory Service - 4

5 2. The TPA may cancel or withdraw this RFP, at any time, at its sole discretion. 3. All documents provided by a proponent will be recognized as proprietary and will be held in confidence by the TPA and not be released without the prior authorization of the proponent, unless required by law. 4. Proposal documents submitted by proponents become the property of the TPA and will not be returned. 5. The TPA will not be liable for any costs of preparation or presentation of proposals, including presentations that may be requested by the TPA. 6. Proposals submitted shall be final and may not be altered by subsequent offerings, discussions, or commitments unless the proponent is requested to do so by the TPA. 7. In the event that a proponent is asked by the TPA to provide additional information that is beyond a request for clarification, the TPA will assess the relevance of the request to others, and will exercise its sole discretion in determining whether or not to notify any, or all, proponents of the request and to provide an opportunity for other proponents to provide similar information. 8. Proponents will indicate in their submission the time period for which their proposal are firm. 9. The TPA will require any organization selected to provide services to be free of any conflict of interest. 10. The TPA is not bound to accept the lowest or any offer for these services and may reject any or all Proposals. 11. The TPA reserves the right not to award a contract to the highest evaluated proposal or to any proposal. This RFP is not an irrevocable offer to purchase goods or services. 12. The TPA may award the contract to multiple proponents on a per policy basis. 13. The TPA shall be the sole owner of all materials, including reports, documentation and information (including copyright). The successful proponent warrants that the TPA shall have free and clear title to all materials produced and delivered to the TPA. 13. All information provided by the TPA shall be safeguarded by proponents. Thank you in advance for your interest in this matter. Yours sincerely, Alan J. Paul Vice-President & CFO RFP- Insurance Brokerage and Risk Advisory Service - 5

6 SCHEDULE A Insurance Policies: Renewal Dates Automobile March 1, 2011 Aviation Liability July 1, 2011 Boiler and Machinery March 1, 2011 Bond for Forwarding Bonded Goods March 1, 2011 Bond for Customs Bonded Warehouse March 1, 2011 Bond for Customs Sufferance Warehouse March 1, 2011 Business Interruption March 1, 2011 Crime March 1, 2011 Directors & Officers Liability March 1, 2011 Environmental Pollution March 1, 2013 Excess Workers Compensation March 1, 2011 Fiduciary Liability March 1, 2011 Hull and Machinery March 1, 2011 Legal Liability March 1, 2011 Marine Terrorism Third Party Liability March 1, 2011 Non-owned Automobile March 1, 2011 Property including Terrorism coverage March 1, 2011 Protection & Indemnity March 1, 2011 Travel Accident March 1, 2011 RFP- Insurance Brokerage and Risk Advisory Service - 6

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